Position Title: Senior Executive Assistant
Reports To: Managing Director & President/Regional Executive Officer
Location: Richmond, VA (On-site)
Position Summary:
The Senior Executive Assistant is responsible for providing executive administrative support to the Managing Director, North America. This role also serves as liaison to the senior management teams of North America; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.
The position requires excellent verbal and written communication skills, exceptional interpersonal skills, attention to detail, ability to work with confidential information, and the initiative to work in a dynamic, fast-paced environment, within a global organization.
Responsibilities:
· Manage detailed and demanding calendar, schedules and meeting agendas
· Coordinate domestic and international travel; manage all details about reservations and itineraries
· Monitor status of critical deliverables; establish, manage and adhere to action plans with Managing Director to meet deadlines
· Monitor all incoming emails for action items and to ensure timely response as required
· Coordinate in-house and off-site meetings and events for small and large groups (including agenda, accommodations, transportation, catering)
· Organize virtual calls and meetings
· Participate in leadership meetings, take notes on actions items, and manage appropriate meetings’ follow-ups
· Plan and organize reoccurring business reviews
· Organize monthly business reports (updates, reminders, coordination and distribute timely)
· Manage/maintain outlook “Senior Management Team Calendar” and shared folders
· Coordinate and host (with the Managing Director’s direction) customer on-site visits and special guests
· Create and format advanced PowerPoint presentations
· Compose and prepare correspondence, in addition to proofreading for spelling, grammar, layout and making appropriate changes
· Assist as needed to Managing Director’s staff when rush/special/confidential assignments/tasks arise
· Manage research and lead special projects such as organizing global events with more 50 participants from different regions of the USA and international subsidiaries
· Prepare expense reports, process invoices, and reconcile budgets
· Build and maintain strong business relationships with other US and International executives and their Executive Assistants
· Other duties as assigned, including supporting the functions underneath the Regional Executive Officer with ad hoc requests
Qualifications:
· Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources
· Excellent verbal and written communication skills
· High level of integrity, confidentiality, and discretion in handling sensitive information
· Superior time management skills and ability to reach with appropriate levels of urgency to different situations and events
· Strong organizational skills, including disciplined follow up and follow through of the assigned responsibilities
· Ability to work in and build a team environment, developing constructive and cooperative working relationships with others, and maintaining them over time
· Able to work independently with minimal supervision but within a strategic framework
· Able to handle multiple projects and assignments at the same time; and know how to prioritize them
· Proficient user of computer-based tools to accomplish tasks, communicate and collaborate with others
· Efficient and effective phone and email communications
· Business related degree and administrative professional certification required
· A minimum of seven years of experience in executive administrative assistance is required
· Advanced level in Microsoft Office Suite; in particular, PowerPoint, Excel, and Outlook required
· Experience with Microsoft Teams and Concur highly preferred
Drug screening and background checks required. (EOE/M/F/D/V) Drug Free Environment
